Agency Transferred From

Agency Transferred To

Benefit Replacement Pay Eligibility Indicator

Alphanumeric 1-byte field.

Valid values are:

Y

Eligible and Leveling

N

Eligible and Not Leveling

W

Not eligible.

If employee retired from state employment on or after 6/1/05, BRP Indicator
must be W (not eligible) upon reemployment. (Note: If employee retired
from state employment on or after 6/1/05 and reemployment date is prior to
9/1/05, Y or N is valid until 9/1/05 if previous BRP Indicator
was Y or N.)

If employee retired from state employment prior to 6/1/05 and reemployment date
is prior to 9/30/05 and break-in-service is not more than 12 months, Y (Yes)
or N (No) is valid if previous BRP Indicator was Y (Yes) or N (No).

If employee retired from state employment prior to 6/1/05 and returned to state employment
prior to 9/30/05, or remained employed through their retirement date and BRP Indicator is Yes or No, but later terminates again and reemployment date is after 9/30/05, the BRP Indicator must be W (not eligible). The 30-day absence from state employment rule is not applicable in this situation.

If employee terminated prior to 9/1/05 and reemployment date is on or after 9/30/05,
BRP Indicator must be W (not eligible).

If employee terminated prior to 9/1/05 and reemployment date is prior to 9/30/05, and break-in-service is not more than 12 months, Y or N is valid if previous BRP Indicator was Y or N.

If employee terminated on or after 9/1/05, Y (Yes) or N (No) is valid if employee was previously Y (Yes) or N (No) and employee has not been terminated for 30 consecutive days or more.

If Reason Code is 010, 012 or LEG, Y (Yes) is valid if hire date is 12/01/xxxx and Payroll Cycle is M (Monthly).

If Reason Code is 012 or LEG, Y (Yes) is valid if hire date is 12/16/xxxx and Payroll Cycle is S (Semi-monthly).

If Reason Code is 012 or LEG, Y (Yes) is valid if hire date is not 12/01 or 12/16 but is the first working day of any other month and the indicator was Y (Yes) at the Transfer From Agency.

If Reason Code is 038, Y (Yes) is valid if effective date is 12/01/xxxx and Payroll Cycle is M (Monthly).

If Reason Code is 038, Y (Yes) is valid if effective date is 12/16/xxxx and Payroll Cycle is S (Semi-monthly).

If Reason Code is 038, Y (Yes) is valid if the effective date of transfer is the first working day of the month and the indicator was a Y (Yes) at the Agency Transfer From.

If Reason Code 038 and the BRP Indicator is changing from W (ineligible
for BRP) to Y or N (eligible for BRP), or Y or N (eligible)
to W (ineligible), and the change
is otherwise valid, the effective date must be equal to the employee’s employment
date or the earliest effective date in SPRS, if the employment date is prior
to the history in SPRS.

If BRP Indicator is Y (Yes) on file and the employee is returning from one full calendar month or more of LWOP, the BRP Indicator must change to N (No) on Reason Code 043 (returning from LWOP).

Birth Date

Alphanumeric 8-byte field.

Must be in CCYYMMDD format.

Must be less than current year.

Must be less than current year minus 14 (Employees must be 14 years old).

Employee Country/Zone Code

On 069 or 038 Reason Codes following death, if any part of the address is changed (i.e. address 1, address 2, City, State, ZIP code, Country, or greater than spaces) then all address fields are mandatory.

Employee Mailing Address 2

An agency may send a “+” in the first byte of this field to blank it out.

Employee Mailing City

Alphanumeric 28-byte field.

City must be valid for the USA.

City, State, and ZIP Code must be valid combination per VUPS_INFO01.

On 069 or 038 Reason Codes following death, if any part of the address is changed (i.e. address 1, address 2, City, State, ZIP code, Country, or greater than spaces) then all address fields are mandatory.

Employee Mailing State

Alphanumeric 2-byte field.

State must be valid for the USA.

State must be -- for outside USA.

City, State, and ZIP Code must be valid combination per VUPS_INFO01.

On 069 or 038 Reason Codes following death, if any part of the address is changed (i.e. address 1, address 2, City, State, ZIP code, Country, or greater than spaces) then all address fields are mandatory.

Must be found on the UPS table when country equals USA.

Employee Mailing Zip Code

Numeric 12-byte field. Must not contain a dash.

Zip Code must be valid for the USA.

City, State, and ZIP Code must be valid combination per VUPS_INFO01.

On 069 or 038 Reason Codes following death, if any part of the address is changed (i.e. address 1, address 2, City, State, ZIP code, Country, or greater than spaces) then all address fields are mandatory.

Employee Middle Name

An agency may send a “+” in the first byte of this field to blank it out.

FICA Exempt Index

Alphanumeric 1-byte field.

Valid values are Y (Yes), N (No).

Leave Without Pay Indicator

Alphanumeric 1-byte field.

Valid values are:

Y

Regular

M

Military

W

Worker's Compensation

D

Disciplinary

P

Parental

F

FMLA

N or Blank

Not on Leave Without Pay

Processing Sequence ID

Alphanumeric 3-byte field.

Agency defined (optional field).

Race

Alphanumeric 1-byte field.

Valid values are:

W

White

B

Black

H

Hispanic

A

Asian/Pacific Islander

I

American Indian/Alaskan Native

Record ID

Alphanumeric 3-byte field.

Value for employee descriptive information must be 210.

Release Address

Alphanumeric 1-byte field.

Valid values are Y (Yes), N (No), or Blank.

If Agency Number is 696, Release Address must be N.

If CPO Indicator is Y (Yes), the Release Address must be N.

If employee was a prior employee of Agency 696 (TDCJ), Release Address must be N.

If employee was a prior employee of Agency 302 (OAG) and worked in a protected division, Release Address must be N.

Release Home Phone

Alphanumeric 1-byte field.

Valid values are Y (Yes), N (No), or Blank.

If Agency Number is 696, Release Home Phone must be N.

If CPO Indicator is Y (Yes), the Release Home Phone must be N.

If employee was a prior employee of Agency 696 (TDCJ), Release Home Phone must be N.

If employee was a prior employee of Agency 302 (OAG) and worked in a protected division, Release Home Phone must be N.

Release Social Security Number

Alphanumeric 1-byte field.

Valid values are Y (Yes), N (No), or Blank.

If Agency Number is 696, Release Social Security Number must be N.

If CPO Indicator is Y (Yes), the Release Social Security Number must be N.

If employee was a prior employee of Agency 696 (TDCJ), Release Social Security Number must be N.

If employee was a prior employee of Agency 302 (OAG) and worked in a protected division, Release Social Security Number must be N.

Release Family Information

Alphanumeric 1-byte field.

Valid values are Y (Yes), N (No), or Blank.

If Agency Number is 696, Release Family Information must be N.

If CPO Indicator is Y (Yes), the Release Family Information must be N.

If employee was a prior employee of Agency 696 (TDCJ), Release Family Information must be N.

If employee was a prior employee of Agency 302 (OAG) and worked in a protected division, Release Family Information must be N.

Release Emergency Contact

Alphanumeric 1-byte field.

Valid values are Y (Yes), N (No), or Blank.

If Agency Number is 696, Release Emergency Contact must be N.

If CPO Indicator is Y (Yes), the Release Emergency Contact must be N.

If employee was a prior employee of Agency 696 (TDCJ), Release Emergency Contact must be N.

If employee was a prior employee of Agency 302 (OAG) and worked in a protected division, Release Emergency Contact must be N.

Retirement Code

Alphanumeric 1-byte field.

If retirement code is E for a new hire or transfer, employee must be eligible for participation in retirement.

If retirement code is N for a new hire or transfer, employee must be subject to waiting period for participation in ERS retirement.

If retirement code is C for a new hire or transfer, employee must eligible for participation in ERS and LECOS retirement.

If retirement code is Q for a new hire or transfer, employee must be subject to waiting period for participation in ERS and LECOS retirement.

If retirement code is E or C on a Reason Code 038, effective date must be first of month following 90-day waiting period.

If retirement code is X, employee must be a return-to-work retiree previously retired from ERS prior to 09/01/2009.

If retirement code is R or S, employee must be a return-to-work retiree previously retired from ERS on or after 09/01/2009.

If retirement code is S for a new hire or transfer, employee must be in a LECOS position.

If Reason Code 038, and retirement code is changing from M or X to E or C; E, C, N or M to X; or X to M, and the change is otherwise valid, the effective date must be equal to the employee's employment date or the earliest effective date in SPRS, if the employment date
is prior to the history in SPRS.

If Reason Code 038, and retirement code is changing from E to C or N to Q, employee must be in a LECOS position.

If Reason Code 038, and retirement code is changing to R or S from any other retirement code, and the change is otherwise valid, the effective date must be equal to the employee’s employment date or the earliest effective date in SPRS, if the employment date is prior to the history in SPRS.

If Reason Code 038, and retirement code is changing from R or S to any other retirement code, and the change is otherwise valid, the effective date must be equal to the employee’s employment date or the earliest effective date in SPRS, if the employment date is prior to the history in SPRS.

If Reason Code 038, and retirement code is changing to S, employee must be in a LECOS position.

If board member class code is CP25, retirement code must be X.

Valid values are:

E

ERS

C

LECOS retirement

M

Maximum amount contributed

N

Subject to waiting period for ERS retirement

Q

Subject to waiting period for ERS and LECOS retirement

R

Return-to-work retiree surcharge for ERS retirement

S

Return-to-work retiree surcharge for ERS and LECOS retirement

X

Exempt

Note: If board member class code is BD25, retirement code must be blank.

Reversal Indicator

Alphanumeric 1-byte field.

Valid values are Y (Yes), N (No), or Blank.

Value for reversal indicator must be record number.

If Effective Date is prior to SPRS Conversion Date, Reversal Indicator must not be Y (Yes).

Sex

Alphanumeric 1-byte field.

Valid values are Male or Female.

Six Months Continuous Service Indicator

Alphanumeric 1-byte field.

Valid values are Y (Yes) N (No) or Blank.

Six Months Continuous Service Indicator and the Effective Service Date must be consistent (e.g., If 6 Month Indicator is Y (Yes), the Effective Service Date must be greater than or equal to 6 months prior to the current processing date).

Daily Flat Rate

If mandatory for reason code submitted, required for Board Members who receive compensatory per diem. Field will be protected for employees with Salary Type 1 (Hourly) or 2 (Salaried).

EEO Function Code

Numeric 2-byte field.

Valid values are:

1

Financial Administration

2

Streets/Highways

3

Public Welfare

4

Police Protection

5

Fire Protection

6

Natural Resources

7

Hospital/Sanatoriums

8

Health

8

Health

9

Housing

10

Community Development

11

Corrections

12

Utilities/Transportation

13

Sanitation/Sewage

14

Employment Securities

15

Other

EEO Job Category

Alphanumeric 1-byte field.

Valid values are:

C

Administrative Support Including Clerical and Sales

A

Officials and Administrators

Q

Paraprofessionals

P

Professionals

R

Protective Service

M

Service-Maintenance

S

Skilled Craft

T

Technicians

The LOA must indicate a beginning and ending date for the change in EEO Job Category.

Employee Type

Alphanumeric 3-byte field.

Valid values are:

CRF

Classified Regular Full-time

CRP

Classified Regular Part-time

CTF

Classified Temporary Full-Time

CTP

Classified Temporary Part-time

ERF

Exempt Regular Full-time

ERP

Exempt Regular Part-time

URF

Unclassified Regular Full-time

URP

Unclassified Regular Part-time

UTF

Unclassified Temporary Full-time

UTP

Unclassified Temporary Part-time

FLSA Indicator

Alphanumeric 1-byte field.

Valid values are Y (Yes) or N (No).

Hazardous Duty Indicator

Alphanumeric 1-byte field.

Valid values are Y (Yes), N (No), or Blank.

To be authorized for hazardous duty pay, employee must be employed on the first working day of the month and the indicator must be Y (Yes) on the first working day of the month.

Only Agency 696 should be reporting a Y (Yes) for the Hazardous Duty Indicator field.

Must be consistent with the Effective Service Date (i.e., the Hazardous Duty Indicator cannot be equal to Y (Yes) unless it is effective on or after the first of the month following 12 months of State service).

Hourly Rate

Numeric 9-byte field rounded to five decimal places.

If mandatory for reason code submitted, required for hourly employees on Schedule A, B and C, exempt and unclassified. Field will be protected for employees with Salary Type 2 (Salaried) or 7 (Daily Flat Rate).

Hourly rate must be within the range for the Salary Group (not below the minimum or above the maximum).

If hourly exempt employee, hourly rate must not exceed the Not-to-Exceed amount specified in the General Appropriations Act or the Not-to-Exceed amount authorized by the Governor.

If hourly unclassified employee, hourly rate must not exceed the Not-to-Exceed amount specified in the General Appropriations Act.

Job Classification Code

Alphanumeric 4-byte field.

Must be a valid four-character value associated with the position title from the Position Classification Plan, exempt Classification Table, or other Unclassified Position table.

Job Number

Numeric 3-byte field.

Agency defined.

Valid values are from 001  999.

Must not be blank.

Value 000 is only allowable on employee entitlement or deduction related transactions.

Values may not be reused during an employment period.

Location Code

Alphanumeric 7-byte field.

Must contain valid characters (i.e., A-Z, 0-9, hyphen, spaces).

An agency may send a “+” in the first byte of this field to blank it out.

Payroll Cycle

Alphanumeric 1-byte field.

Valid values are:

S

Semi-monthly

M

Monthly

For employees with multiple jobs within the same agency, the payroll cycle for each job must be the same.

If Payroll Cycle is Semi-Monthly, employee must be classified in Salary Schedule 1A and below
Salary Group 12.

Processing Sequence ID

Alphanumeric 3-byte field.

Agency defined (optional field).

Record ID

Alphanumeric 3-byte field.

Value for employee job information must be 220.

Reversal Indicator

Alphanumeric 1-byte field.

Valid values are Y (Yes), N (No), or Blank.

If Effective Date is prior to SPRS Conversion Date, Reversal Indicator must not be Y (Yes).

Salary Authorized Base

Numeric 9-byte field truncated to two decimal places.

If mandatory for reason code submitted, required for salaried employees on Schedule A, B and C, exempt and unclassified employees. Field will be protected for employees with Salary Type 1 (Hourly) or 7 (Daily Flat Rate).

Salary must be within the range for the Salary Group (not below the minimum or above the maximum).

Agency must report the full-time monthly salary by Job Number for full-time employees (Assigned Work Hours = 40) and the proportionate salary for part-time employees (Assigned Work Hours < 40).

If Payroll Cycle is ‘S’emi-monthly, Salary Authorized Base must be equal to one-half of the full-time monthly salary or one-half of the part-time monthly salary.

If salaried exempt employee, salary must not exceed the Not-to-Exceed amount specified in the General Appropriations Act or the Not-to-Exceed amount authorized by the Governor.

If salaried unclassified employee, salary/rate must not exceed the Not-to-Exceed amount specified in the General Appropriations Act.

Salary Step

Field not required for employees on Salary Schedule A and B, exempt or unclassified employees.

Salary Type

Alphanumeric 1-byte field.

Valid values are:

1

Hourly

2

Salaried

7

Daily Flat Rate (for Board Members who receive Compensatory Per Diem)

Unit Number

Alphanumeric 5-byte field.

Agency defined field.

An agency may send a “+” in the first byte of this field to blank it out.

230 Record  Employee Entitlement Information

Action Code

Alphanumeric 1-byte field.

Valid values are:

A

Add (used to add entitlements to the database)

Note: After an entitlement has been added, another ‘A’dd action with an earlier effective date can be submitted provided the amount/rate is the same as the original ‘A’dd. If the earlier effective dated ‘A’dd action also requires a correction to the amount/rate, a ‘C’hange action can be submitted.

Notes:* Denotes Entitlement Codes that do not require authorized setup prior to
payment. All other Entitlement Codes require authorized setup prior to payment.

**Authorized entitlement must be setup on personnel prior to payment (setup by CPA staff following submission of paperwork).

Record ID

Alphanumeric 3-byte field.

Value for employee entitlement information must be 230.

240 Record  Employee Deduction Information

Action Code

Alphanumeric 1-byte field.

Valid values are:

A

Add (used to add new deductions to the database)

Note: After a deduction has been added, another ‘A’dd action with an earlier effective date can be submitted provided the amount/rate is the same as the original ‘A’dd. If the earlier effective dated 'A'dd action also requires a correction to the amount/rate, a ‘C’hange action can be submitted.

C

Change (used to change existing data)

D

Delete (used to delete future effective dated deduction transactions)

S

Stop (used on personnel deduction transactions to end deductions)

Note: If any future deductions exist on the table, they will be deleted when the ‘Stop’ action is processed. If future deductions are still valid, the agency will need to resubmit them to SPRS.

Charitable Contributions (CCD) Code

Deduction authorized amount must not be less than $2.00.

College Savings Plan (CSP) Code

Deduction authorized amount must not be less than $15.00.

Deduction Authorized Amount

Numeric 9-byte field with two decimal places.

Value must not be zero.

If value is greater than zero, the Action Code and Deduction Code fields must not be blank.

Deduction Authorized Rate

If the Deduction Code field contains a valid value, then either the Deduction
Authorized Amount or the Deduction Authorized Percent must be reported.

Must not be greater than 09999 (99.99%).

If Deduction Authorized Rate is reported, the Deduction Authorized Amount must not be greater than zero. If value is greater than zero, the Deduction Authorized Rate field must not be greater than zero. Refer to the Personnel Input Record Layout
(login required) document for mandatory and protected fields.

Deduction Code

Alphanumeric 3-byte field.

Refer to the SPRS Deduction Code Table for valid values and to determine which deduction codes require personnel authorization setup prior to payment.

Deduction Sequence Number

Numeric 3-byte field.

Must be greater than zero.

Must not be blank.

Required even with only one occurrence.

Must be unique per active Deduction Code with an Action Code of A (Add).

Insurance (INS) Code

Deduction Code not valid for non-salaried Board and Commission members.

Record ID

Alphanumeric 3-byte field.

Value for employee deduction information must be 240.

250 Record  Employee Direct Deposit Information

Action Code

Alphanumeric 1-byte field.

Valid values are:

A

Add (used to add new direct deposit information to the database)

C

Change (used to change existing data)

S

Stop (used to close existing direct deposit information)

Bank Account Number

Alphanumeric 17-byte field.

Valid characters: A-Z, 0-9, hyphen, space.

Employee may have two direct deposit accounts (but they can use two banks)

Must not contain decimal points.

Bank Account Type

Numeric 2-byte field.

Valid values are 22 (checking) or 32 (savings).

Bank Transit Number

Numeric 9-byte field.

Value must be found on TINS Financial Institutions table.

Mail Code

Alphanumeric 3-byte field.

Valid values for direct deposit are SP1 or SP2. SP3 is not valid for Direct Deposit.

Record ID

Alphanumeric 3-byte field.

Value for employee direct deposit information must be 250.

999 Record  Batch Trailer

Record Count

Numeric 8-byte field.

Must equal total records submitted in the batch including header and trailer.